Managing Educational Resources
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The document provides guidelines for managing educational resources, including property accountability, responsibility, and liability. It discusses the components of educational facilities, as well as procedures for receiving, recording, issuing, and disposing of supplies, materials, equipment, and other property. Guidelines are also provided for distributing, utilizing, inventorying, retrieving, and storing various instructional materials. The document stresses proper care, storage, and disposal to prolong the usable life of resources.
Managing Educational Resources
- 1. Page 1 Managing Educational Resources
- 3. Page 3 Session Objectives:
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- 7. The components that constitute educational facilities are categorized as: sscchhooooll ssiitteess,, sscchhooooll bbuuiillddiinnggss,, sscchhooooll ffuurrnniittuurree,, eeqquuiippmmeenntt and iinnssttrruuccttiioonnaall mmaatteerriiaallss.. Page 7 PPrrooppeerrttyy aaccccoouunnttaabbiilliittyy is the obligation imposed by law or lawful order or regulation on an official or other persons for keeping accurate record of property. The person having this obligation may or may not have actual possession of the property.
- 8. Property rreessppoonnssiibbiilliittyy is the obligation of an individual for the proper custody, care and safekeeping of property entrusted to his possession under his supervision PPrrooppeerrttyy lliiaabbiilliittyy refers to the obligation that arises as a consequence of an illegal or improper act or the non-performance of what one is mandated to do. Such obligation generally comes in the nature of penalty but it could be in the form of a fine, administrative punishment, imprisonment, or a combination of these. Page 8
- 9. Property aaccccoouunnttaabbiilliittyy is concerned primarily with records while pprrooppeerrttyy rreessppoonnssiibbiilliittyy is concerned with custody, care and safekeeping of property Page 9
- 10. Page 10 PPRROOCCEEDDUURREE OONN::
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- 12. The delivery of supplies, materials and equipment must be made by the supplier/Manufacturer/contractor: In accordance with the specifications, terms and conditions provided in the Contract/Purchase Order In accordance with the specifications, terms and conditions provided in the Contract/Purchase Order Page 12 Within the stipulated period and at the place/s indicated in the PO or contract Within the stipulated period and at the place/s indicated in the PO or contract
- 13. Page 13 Failure to deliver within the prescribed period, the supplier/ manufacturer/ contractor shall be liable for penalty, usually in the form of: “LIQUIDATED DAMAGES” Once the accumulative amount of Liquidated damaged reaches 10% of the contract, the procuring entity can rescind the contract Once the accumulative amount of Liquidated damaged reaches 10% of the contract, the procuring entity can rescind the contract
- 14. Extension of time to deliver may be granted for the following reason: Force Majeure Fortuitous Event Beyond the control of the contractor Delay is attributed to the purchaser of the like Extension of time to deliver may be granted for the following reason: Force Majeure Fortuitous Event Beyond the control of the contractor Delay is attributed to the purchaser of the like Page 14
- 15. “All supplies/materials/equipment shall be adequately…….” CCoonntatainineedd CCaasseedd BBuunnddleledd WWrraappppeedd Page 15 PPaacckkeedd CCrraatetedd RRAA 7 7339944 Consumer Act of the Philippines
- 16. The Supply Officer/Designated Property Custodian shall receive all the deliveries and signs the Delivery Receipt (DR) if the delivered goods are in accordance with the contract or Purchase Order (PO) Supply Officer/Designated Property Custodian signs “Received” portion of the original and copy 2 of Delivery Receipt (DR) Supply Officer/Designated Property Custodian signs “Received” portion of the original and copy 2 of Delivery Receipt (DR) Page 16
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- 18. The Supply Officer/Designated Property Custodian forwards Original Delivery Receipt (DR) and Copy 2 of Approved Purchase Order (PO) to Inspection Committee for inspection of deliveries Page 18
- 19. Page 19 Guidelines on Inspection Inspection is… Based on duly approved PO/Contract Conducted on delivery with appropriate PO and Invoice Made for both partial and complete deliveries Conducted on deliveries subject to test/analysis Made in accordance with 10% allowance for supplies and materials
- 20. The Head of Office or school shall constitute an Inspection Committee to inspect and validate deliveries Page 20
- 21. The Inspectorate Team and the Supply Officer/Designated Property Custodian shall prepare the Inspection and Acceptance Report (IAR) Note: Distribution of AIR shall be as follows: 1.Original – supplier (to be attached to the DR) 2.Copy 2 – Property Inspector/Inspection Team 3.Copy 3 – Property & Supply Unit File Page 21
- 22. Except for Centrally procured Items – IARs are being prepared by the following offices: DDeeppEEDD CCoommppuutteerriizzaattiioonn PPrroojjeecctt ((DDCCPP)) – Property Division - CO Page 22 TTEEXXTTBBOOOOKKSS – Instructional Materials Council Secretariat ((IIMMCCSS)) TTEEXXTTBBOOOOKKSS – Instructional Materials Council Secretariat ((IIMMCCSS)) AARRMMCCHHAAIIRRSS – Physical Facilities and Schools Engineering Division ((PPFFSSEEDD)) AARRMMCCHHAAIIRRSS – Physical Facilities and Schools Engineering Division ((PPFFSSEEDD)) DDeeppEEDD CCoommppuutteerriizzaattiioonn PPrroojjeecctt ((DDCCPP)) – Property Division - CO
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- 25. Page 25 The School Inspection Committee shall sign the Inspection and Acceptance Report prior to acceptance by the School Property Custodian
- 26. Supply Officer/Designated Property Custodian signs in “Acceptance” column, acknowledging receipt of the items delivered. Check the appropriate box whether complete or partial (indicate quantity received) delivery and indicate the date of receipts and remarks Page 26
- 27. Supply Officer/Designated Property Custodian rreettuurrnnss original copy 1 of the IAR to the supplier for payment purposes Page 27
- 28. PPRROOCCEESSSSEESS AANNDD PPRROOCCEEDDUURREE OONN RREECCOORRDDIINNGG AANNDD PPRROOPPEERRTTYY Page 28 DDIISSPPOOSSAALL
- 29. Supply Officer/Designated Property Custodian record all deliveries in the Stock Card or Property Card Page 29
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- 32. Prior to the issuance of supplies, a Requisition and Issue Slip (RIS) must be accomplished by the end-user or requisitioning office Page 32
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- 34. Page 34 And for the issuance of Inventory item the Supply Officer/Designated Property Custodian shall prepare an Inventory Custodian Slip (ICS) COA Circular 2005-002 dtd April 15,2005 “Items that are small enough to be considered as Report on Property, Plant and Equipment (PPE) And for the issuance of PPE the Supply Officer/ Designated Property Custodian shall prepare an Acknowledgement Receipt of Equipment (ARE)
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- 38. Page 38 DDIISSPPOOSSAALL…… is the end of the life cycle of a government property
- 39. Page 39 Determination of Disposable Property o Can no longer be repaired or reconditioned o Maintenance/repair costs more than or outweighs the benefits and services o Has become obsolete or outmoded o Has been rendered unnecessary due to change in the Agency’s functions/mandate o In excess of requirements o Has become dangerous or hazardous to use
- 40. Page 40 MMOODDEESS OOFF DDIISSPPOOSSAALL Condemnation/Destruction Transfer of Property Donation of Property Sale of Unserviceable Property
- 41. Page 41 DDiissppoossaall OObbjjeeccttiivveess • To avoid continuing carrying/inventory costs • To prevent further deterioration thereby obtaining the fair return in case of sale • To relieve accountable officers of unnecessary accountability • To make available space for the agency
- 42. Inventory and Inspection Report of Unserviceable Property (IIRUP) This form Is used for: disposal of vehicles, office of equipment furniture, and other properties, plant and equipment which can no longer be repaired or reconditioned and whose maintenance cost of repair more than outweighs the benefits and services that will be derived from its continued use. Page 42 DDDDOOOOCCCCUUUUMMMMEEEENNNNTTTTAAAATTTTIIIIOOOONNNN Inventory and Inspection Report of Unserviceable Property (IIRUP) This form Is used for: disposal of vehicles, office of equipment furniture, and other properties, plant and equipment which can no longer be repaired or reconditioned and whose maintenance cost of repair more than outweighs the benefits and services that will be derived from its continued use.
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- 44. Page 44 WWaassttee MMaatteerriiaallss RReeppoorrtt This form shall be used: - to report all waste materials previously taken up in the books as assets so that they may be properly disposed of and dropped from the accounts - in the disposal of waste materials which result from the consumption or utilization of expandable materials, and covers damaged equipment parts, empty containers, and remnants salvaged from destroyed or damaged property, plant and equipment.
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- 46. GGUUIIDDEE IINN TTHHEE DDIISSTTRRIIBBUUTTIIOONN,, UUTTIILLIIZZAATTIIOONN,, IINNVVEENNTTOORRYY,, RREETTRRIIEEVVAALL,, LLOOSSSS,, SSTTOORRAAGGEE && DDIISSPPOOSSAALL OOFF VVAARRIIOOUUSS IINNSSTTRRUUCCTTIIOONNAALL MMAATTEERRIIAALLSS Page 46
- 47. Page 47 DISTRIBUTION DDDIIISSSTTTRRRIIIBBBUUUTTTIIIOOONNN &&&& IIIISSSSSSSSUUUUAAAANNNNCCCCEEEE • District Property Custodian (DPC) shall allocate the Instructional Materials (IMs) to Elementary Schools (ES) based on enrolment/need & should not be pro-rated; • IMs shall be distributed to ES within two (2) weeks upon complete delivery by Suppliers
- 48. Page 48 DISTRIBUTION DDDIIISSSTTTRRRIIIBBBUUUTTTIIIOOONNN &&&& IIIISSSSSSSSUUUUAAAANNNNCCCCEEEE • DPC shall stamp mark the name of the school at the front & back cover, title page & on any page of the IMs prior to their issuance to teachers & students; • IMs issued by DPC to teachers & students must also bear the Property Code Number (PCN) based on DepEd Order No. 26, s. 2007
- 49. Page 49 DISTRIBUTION DDDIIISSSTTTRRRIIIBBBUUUTTTIIIOOONNN &&&& IIIISSSSSSSSUUUUAAAANNNNCCCCEEEE • DPC shall issue IMs to teachers/advisers who shall likewise issue them to each student; • DPC should maintain a record/logbook where user shall sign beside the assigned PCN; and • Teachers shall encourage students to read “Take Care of Your Book” to minimize damage on IMs due to improper handling & use.
- 50. Page 50 INVENTORY IIINNNVVVEEENNNTTTOOORRRYYY &&&& UUUUTTTTIIIILLLLIIIIZZZZAAAATTTTIIIIOOOONNNN • DPC shall issue IMs to teachers/advisers who shall likewise issue them to each student; • DPC should maintain a record/logbook where user shall sign beside the assigned PCN; and • Teachers shall encourage students to read “Take Care of Your Book” to minimize damage on IMs due to improper handling & use.
- 51. Page 51 INVENTORY IIINNNVVVEEENNNTTTOOORRRYYY &&&& UUUUTTTTIIIILLLLIIIIZZZZAAAATTTTIIIIOOOONNNN • Teacher-Adviser shall require students to fill out the “Book Record Form” to determine length of usage of the IMs; • Teacher-Adviser must keep an inventory of IMs & should randomly check the IMs before and after a class session;
- 52. Page 52 INVENTORY IIINNNVVVEEENNNTTTOOORRRYYY &&&& UUUUTTTTIIIILLLLIIIIZZZZAAAATTTTIIIIOOOONNNN • DPC are encouraged to conduct inventory at least after every grading period or semester; • Teacher-Adviser shall assist the DPC through the submission of the class inventory after every grading period or semester; and • ES need not return IMs to the Districts to minimize damage & losses
- 53. Page 53 RRRREEEETTTTRRRRIIIIEEEEVVVVAAAALLLL &&&& LLLLOOOOSSSSSSSS • Teacher-Advisers should retrieve IMs from the students preferably prior to the closing of the school year; • Lost or unreturned IMs should be reported immediately to the DPC so that the school can collect the appropriate penalty prior to the closing of the school year & not before or during the opening of classes;
- 54. Page 54 RRRREEEETTTTRRRRIIIIEEEEVVVVAAAALLLL &&&& LLLLOOOOSSSSSSSS • For a significant quantity of losses, the school should initiate an investigation & closely monitor retrieval procedures to prevent future increase on losses; • Keep losses at 1% or less; and • Be guided by the computation of lost IMs using the formula in DepEd Order No. 25, s. 2003 and DepEd Order No. 14, s. 2012.
- 55. Page 55 PROPER PPPRRROOOPPPEEERRR CCCCAAAARRRREEEE &&&& SSSSTTTTOOOORRRRAAAAGGGGEEEE Proper care & storage prolongs the life & usability of IMs through preservative measures such as: Store in cool (room temp or below), relatively dry (prevents mold-growth), clean, & stable environment (high risk of leaks & environmental extremes); Do not expose to direct or intense light; Storage must be free from pest (mice) or termites;
- 56. Page 56 PROPER PPPRRROOOPPPEEERRR CCCCAAAARRRREEEE &&&& SSSSTTTTOOOORRRRAAAAGGGGEEEE Storage should be far from radiators or vents; Do regular dusting & housekeeping; Shelve IMs of similar size together; Keep shelved books straight & not leaning; Refrain from storing the IMs for a long time to prevent warping, twisted spine, bended pages; Never store IMs in plastic containers/bags to prevent moisture/molds to build up, rather in acid-free paper so as to prevent discoloration;
- 57. Page 57 PROPER PPPRRROOOPPPEEERRR CCCCAAAARRRREEEE &&&& SSSSTTTTOOOORRRRAAAAGGGGEEEE Food & beverages should not contaminate the IMs to prevent pest infestation; and Putting pressure on the spine damages the IMs such as when photocopying.
- 58. Page 58 DDDDIIIISSSSPPPPOOOOSSSSAAAALLLL DPC of the schools should identify obsolete, damaged, worn out, & non-reusable IMs & submit report to DO Supply Office; IMs for condemnation or disposal should no longer be included in the Inventory List of usable IMs; and DO Supply Office should coordinate with the Disposal Committee to effect condemnation.
- 59. Page 59 DDDDIIIISSSSPPPPOOOOSSSSAAAALLLL Recommended IMs for disposal: Centrally-procured IMs that have been replaced by Universal Titles in which one (1) copy could be retained in a class and ten (10) copies for the library. TXs, TMs, SRMs and Other Instructional Materials (OIMs) with copyright year more than five (5) years ago IMs in decrepit condition
- 60. Page 60 DDDDIIIISSSSPPPPOOOOSSSSAAAALLLL Recommended disposal measures: Shredding, tearing, or cutting as IMs should not be disposed as a whole. However, shredded or cut paper may be sold to paper mills/manufacturers for recycling Donating to students, teachers, parents, barangay halls for references, school projects or instruction aids.
- 61. Page 61 Similarities/Differences ACQUISITION • Need • PPMP/APP • BAC/TWG • ABC-Ceiling • Lowest CR Bid • Modes: Procurement DISPOSITION • Not needed/Unserviceable • IIRUP/WMR • BAC/Disposal Committee • Appraised Value-Floor • Highest Offer • Modes: Disposal
- 62. Page 62 PRICE Approach on Disposal Determine & identify the items for disposal List the item in the IIRUP/WMR and take pictures Check the existence and condition Solve for the appraised value Analyze the AVs & recommend the most realistic/reasonable AV
- 63. Page 63 Nice working ahead… T H A N K Y O U ! ! !